Burton-Conner Deskworker information

Logging system

The online logging system should be used to record all equipment, movie, and lock-out key use. If at any point in time the system does not appear to be functioning properly, contact the desk captain immediately.

The instructions below indicate which fields are required for each transaction and how to make sure that a transaction was recorded properly.

Logging in to and out of the system

To log in to the system, fill in your MIT ID# on the log in page, and click on "log in". A display of your log in status should appear.

To log out of the system, click on the "refresh session" button. The log in page should appear.

Checking out items (other than lock-out keys)

required fields:
  • resident ID
  • item
click on:
To check out an item other than a lock-out key, scan the person's MIT ID# into the "resident (MIT ID#)" field, and scan the code for the item into the "item" field. (If the resident does not have a barcode with them, it is up to you whether or not to allow them to check out equipment.) To complete the transaction, click on the "check-out item" button. The status of the transaction attempt should appear.

Checking in items (other than lock-out keys)

required fields:
  • item
click on:
To check in an item other than a lock-out key, scan the code for the item into the "item" field. To complete the transaction, click on the "check-in item" button. The status of the transaction attempt should appear.

Checking out lock-out keys

required fields:
  • resident ID
click on:
To check out a lock-out key, scan (or type) the person's MIT ID# into the "resident (MIT ID#)" field. The key that the resident is allowed to check out should be displayed. Retrieve the key from the key cabinet. To complete the transaction, click on the "check-out spare key" button. The status of the transaction attempt should appear.

If the resident does not have their barcode with them and they do not know their MIT ID#, inform the person that you are not able to give them a key. Tell them that they must have someone from housing let them into their room. If Ken is in, you can page him. Otherwise, they should call Facilities, at x3-1500.
If it ever is that case that you give someone a key without logging it properly, email the desk captain.

Checking in lock-out keys

required fields:
  • key letters
click on:
To check in a lock-out key, input the key's 3 letters into the "key letters" field. (These 3 letters are stamped opposite of the side that says that it is illegal to copy the key. For Burton-Conner, the first of these letters is "J".) Put the key back in the cabinet. To complete the transaction, click on the "check-in spare key" button. The status of the transaction attempt should appear.

Deskworker schedule

The current deskworker schedule can be found at dwschedule.html.

Opening desk

If desk is closed when you want to work, you should be able to find the keys in the box next to the door. The combination to that mailbox can be found here. (You'll need to use your MIT digital certificates to access this page. If you're a deskworker and you aren't given access, contact the desk captain.)
Alternative way to find out the combo (without using certificates):
Log in to Athena. Execute the following command: 
athena%  cat /afs/athena/activity/b/bc-desk/www/DESKWORKERS_ONLY/keys.txt

Closing desk

You should close desk if:
What you need to do to successfully close desk:
  1. Make sure the keys are in the DESK STAFF mailbox.
  2. Lock up the spare key board.
  3. Put all portable items behind desk, including the log books, the stereo, the chairs, ... (the computer keyboard, mouse, and barcode reader are now locked down, so you don't need to take them to the back).
  4. Turn off the lights.
  5. Make sure all of the doors are locked and closed.

Packages

If packages arrive while you are working desk:
If you happen to notice that a package has been delivered to someone who doesn't live here, try to give it back to the deliverer. If it's too late to do that, email the desk captain about it.

When someone wants to pick up a package, first verify that the person is who they claim to be (ask for an ID if you don't know them). Have the person sign in the log book for their package. If you can't find the appropriate entry, make a new one for them.

Snack Bar

Snackbar has not been in official use since Spring 2001.
While the social chairs and such may use it on an improvisational basis, it is requested that you do not checkout the snackbar key without desk captain approval to prevent misuse from occuring. 
To: bc-deskworkers@MIT.EDU
Subject: snack bar
Date: Tue, 06 Mar 2001 10:24:11 -0500
From: Steven M Bull 

Please pay attention to whom you give the snack bar key.
The method of doing so may be revised shortly, but
this list probably won't change, anyway.

------- Forwarded Message

From: Aleksandr Berkovich 

for your/deskworker information, here are the people that
can check the key out between 9pm and 1am (and at NO OTHER TIME):

Cyndi Vongvanith, #323C, x5-8283, noy
Kathie Huang, #524c, x5-8440, khuang
Simon Bocanegra Thiel, #322A, x5-8278, simonbt
Lisa Walters, #352D, x5-8330, lisa_21 
Nick Saenz, #311b, x5-8247, saenz     
Justin Nelson, #341C, x5-8317, jmnelson  
Rafael Mendiola, #311B, x5-8267, lavaboy  
Sasha Manoosingh, #512A, x5-8419, sasha_m  
Andrew Selbst, #322A, x5-8278, aselbst     

People who can check out the key at any time:
Kennet Belenky, #341G, x5-8320, kbelenky
Aleksandr Berkovich, 821-4708, sashaber

------- End of Forwarded Message

Miscellany

what RLSLP has to say about desks

RLSLP has somewhat of a manual for deskworkers. Although it doesn't really seem to be completely accurate (we do things a little differently), it's a good read if you're confused about your job. Also, it may have instructions for some things that I haven't gotten around to covering on this page. Here's the link:
http://web.mit.edu/rlslp/programs/desks.html

telephone numbers

If you do not know your telephone number you may get it by going to your telephone and dialing 9400. A recording will repeat your telephone number back to you.

Email depository

Some emails are copied below for your reference. The most recent ones ought to appear first.
(This way, there's no excuse for you not to have read any of these.)





To: burton-conner@MIT.EDU
Subject: checking out
Date: Fri, 18 May 2001 12:10:06 -0400
From: Steven M Bull 

How to check out of Burton-Conner:

A. (easy way)

1. make sure you have entered the correct forwarding address online
http://web.mit.edu/bc-desk/www

2. drop all Burton-Conner keys that you possess into the locked box
on the right side of Desk (you may be familiar with this box, as it
has formerly been used for ski trip/dinner cruise deposits).  
Be sure to attach your name to the key before dropping it in the box if:
* you live in a double/triple
* the key is to a common area (bike room comes to mind)
If all you have is the key to your single, we'll be able to figure out
it came from you even if it doesn't have your name on it.


B. (hard way)

Involve the deskworker in this process.
This will gain you the advantages of 
1. slowing you down in your attempt to check out.
2. making it possible for you to fail in your attempt to check out.
Many of you may know about the little yellow cards.
I have never heard of none of them being lost at the end of the year.
If you follow the plan from part A, you will have already provided us
with everything we need (forwarding address and returned key).
If you ask the deskworker what to do to check out, they _should_ tell
you to follow the steps from part A.  If they don't, it's possible that
they will mess up your check-out and lose something (like your forwarding
address), and a month later you'll be wondering why you're not receiving
any mail.  Or they might put the key somewhere other than in the box,
and lose the other half of the little yellow card.  Then you'll wonder 
why a $20.00 charge appears on you Bursar Bill.
Either way, more hassle for you and more hassle for us.


MORAL OF THE STORY:
To check out, follow steps 1 and 2 from part A.

Thank you.

Sincerely,
Steve




To: bc-deskworkers@MIT.EDU
Subject: spare keys
Date: Tue, 01 May 2001 11:21:53 -0400
From: Steven M Bull 

hello.

please note:
If someone returns a key that does not have letters on it,
do not check it in.  This should be obvious due to the fact
that it does not have letters on it.  It is an illegal copy.
It was not given to them from desk.  All of our keys have
letters on them.

thanks.

steve




To: bc-deskworkers@MIT.EDU
Subject: lockout keys during network problems
Date: Sat, 28 Apr 2001 02:26:37 -0400
From: Steven M Bull 

Hello.

In the event of a network failure (or any other problem that makes
the system unusable), you can distribute lock-out keys by checking
the last five digits of the person's MIT ID# against a sheet I have
put in the key cabinet.

Please remember to log everything as best as you can when the 
system is down (write it on paper and put it in my mailbox).

Thanks.

Good luck with the end of the term.

Steve




To: bc-deskworkers@MIT.EDU
Subject: blank package logs
Date: Fri, 30 Mar 2001 21:33:42 -0500
From: Steven M Bull 

hello.  i hope everyone had (or is still having) a fabulous break.

anyway, if ever there is a shortage of blank package logs,
they are now available from the "Deskworker info" page,
under "Packages".  you may feel free to print them out.

steve




To: bc-deskworkers@MIT.EDU
Subject: when the system is down
Date: Thu, 29 Mar 2001 02:44:34 -0500
From: Steven M Bull 

hi.

if the logging system is ever down,
please record on paper any transactions that occur,
including the item, resident's name and ID #, and whether
the item was going in or out.  put any pieces of paper
with these transactions recorded on them in the locked box
(the same box as is being used for cruise deposits).

thanks.

steve




To: bc-deskworkers@MIT.EDU
Subject: keys to desk
Date: Sun, 18 Mar 2001 18:59:28 -0500
From: Steven M Bull 

>I had problems with athena and my certificates. So
>I don't know the combo to the desk mailbox. 

It is now possible to access the combo to the desk mailbox
without using digital certificates, and instead simply logging
in to Athena.  Here's how:
athena%  cat /afs/athena/activity/b/bc-desk/www/DESKWORKERS_ONLY/keys.txt

Please do not remove the keys from the DESK STAFF mailbox except to
unlock the doors and the key cabinet, and return them to the mailbox promptly.
Also, if you notice that the keys are not in the mailbox when you start your
shift, please put them in the mailbox.

Please do not remove the keys from the mailbox in anticipation of needing to
open desk later (the next morning, etc.) as that defeats the purpose of 
keeping the keys in a place where every deskworker has access to them.
(God forbid something happens to prevent you from showing up to your shift,
then no one would be able to take your place...)

Thanks.

Steve

Oh yeah, I'm not sure if I told you this or not, but the deskworker schedule
is online (available from the "Deskworker info" page).




To: bc-desk@MIT.EDU
Subject: lock-out keys
Date: Sun, 18 Mar 2001 15:27:47 -0500
From: Steven M Bull 

Hello again.

The only modification I have made to the key policy is the requirement of
having your MIT ID# in order to check out your lock-out key.
Ken is responsible for fining people for late key returns.
I have copied his original email about the policy below.
This is an institute-wide policy, to which I think there are better
alternatives, but I am not at liberty to modify the essence of the
policy, only the implementation (electronic logging instead of "green slips").

If desk is closed when you attempt to return a key, you may drop it in the
locked box on the right side of the desk.

Thanks.

Steve

To: bc-desk@mit.edu
Subject: lock-out keys
Date: Sun, 18 Mar 2001 04:41:22 -0500
From: Steven M Bull 

Residents of Burton-Conner,

You will be expected to know your MIT ID# in order to check out a lock-out
key from the Front Desk.  If you are unable to provide your MIT ID#, you will
be unable to check out the key.  Please remember that the lock-out key policy
requires that you return the key within one hour to avoid being fined.

You are not permitted to check out a key to a room other than your own.  

The policy published by RLSLP states the following:
"Resident presents ID and room number to the Desk Worker."
Acknowledging that often times a lock-out key is needed when your ID is
locked in your room, we will accept your MIT ID# as (necessary and) 
sufficient identification.

Thanks for your cooperation.

Sincerely,
Steve

------- End of Forwarded Message




To: bc-deskworkers@MIT.EDU
Subject: spring break, time cards
Date: Mon, 12 Mar 2001 01:30:43 -0500
From: Steven M Bull 

1) if you want to work desk over spring break, please email me by
this sunday.

2) this wasn't the best week for time cards.  please remember to 
punch out when you leave.  thank you.

steve




To: bc-deskworkers@MIT.EDU
Subject: Snack Bar key
Date: Sun, 11 Mar 2001 23:52:33 -0500
From: Steven M Bull 

hello, everybody.

please log the snack bar key just like everything else from now on.
also, instructions on who is allowed to have the snack bar key
can be found on the "Deskworker info" page.

thanks.

steve




To: bc-deskworkers@MIT.EDU
cc: bc-videos@MIT.EDU
Subject: oh yeah
Date: Sat, 10 Mar 2001 17:43:53 -0500
From: Steven M Bull 

one more thing i forgot:

if a movie is returned to you whose barcode does not seem to "work"
(i.e., the movie isn't correctly identified), please put the movie
in the "movies that need barcode labels" box.  it probably needs a
new barcode label (especially if it is not on the movie list).

thanks.

steve






To: bc-deskworkers@MIT.EDU
Subject: log everything
Date: Sat, 03 Mar 2001 19:50:06 -0500
From: Steven M Bull 

Hello.

Please remember to log everything on the computer.  This includes cots.
I don't want to have to enforce a beginning-of-shift equipment log.

Thank you.

Steve




To: burton-conner@MIT.EDU
Subject: Music rooms
Date: Fri, 02 Mar 2001 21:46:02 -0500
From: Steven M Bull 

Combinations for the music room doors can be found at

http://web.mit.edu/burton-conner/www/music_rooms.html

Steve




To: bc-deskworkers@MIT.EDU
Subject: DVDs at desk
Date: Sun, 25 Feb 2001 01:35:06 -0500
From: Steven M Bull 

Hello.

This evening, the dorm's DVDs were put down at desk.  All of them should
have barcodes, and they are to be checked in and out just like everything
else.  If it becomes a problem that DVDs are missing without being
logged out in the system, we may be forced to require that they are
accounted for at the beginning of every shift.

If at any point something goes wrong with the barcoding system, or you
have suggestions for improvement, please let me know.  Thanks.

Sincerely,
Steve




To: bc-deskworkers@MIT.EDU
Subject: logging system, movies
Date: Mon, 19 Feb 2001 22:53:19 -0500
From: Steven M Bull 

Hello.  Hope everybody had a good weekend.

The barcoding system seems to be running pretty well, as far as
I can tell.  Your comments are always welcome (particularly on
the usability of it).

Most of the movies have been labeled (on the actual tape itself).
They should be logged in the same way as other equipment.
If you come across a movie that doesn't have a label, 
put it in the "MOVIES THAT NEED BARCODE LABELS" box.
DVDs should also appear at desk in the very near future, 
and they will be labeled as well.

THIS MESSAGE WILL BE POSTED ON THE WEB, SO IF YOU DON'T WANT TO
READ THE REST OF IT UNTIL YOU WORK DESK, YOU DON'T HAVE TO.

To make sure everyone knows how to use the system, here's a summary:

To check out something that isn't a spare key:
* scan the resident's ID into the appropriate box, and scan the item's 
barcode into the appropriate box (not necessarily in that order,
but once you scan the resident it will automatically take you to the
item box).
* click on "check-out item".

To check in something that isn't a spare key:
* scan the item's barcode into the appropriate box.
* click on "check-in item".
NOTE:  It does not matter what you have in the resident box for this operation.
(i.e., there doesn't need to be anything there.)

To check out a spare key:
* input the resident's ID.  It will tell you what key they are allowed to have.
* retrieve the key from the board and replace it with a green tag
(the tag may be blank).
* click on "check-out spare key".

To check in a spare key:
* input the key's 3 letters into the appropriate box.
(These 3 letters are stamped opposite of the side that reads 
"IT IS UNLAWFUL TO DUPLICATE THIS KEY".  For this dorm, the first of
these letters is A.)
* put the key back on the board, and remove the green tag.
* click on "check-in spare key".

It will be up to you whether you will allow people to check out items
(except spare keys) without their barcode with them.
If anyone needs a spare key but doesn't know their MIT ID#,
you may give them the spare key, but email me about it.
(I find it hard to believe that people don't know their MIT ID#s, 
particularly upperclassmen.)

If you have any questions, feel free to ask me.

Sincerely,
Steve





To: bc-deskworkers@MIT.EDU
Subject: barcoding is operational
Date: Tue, 13 Feb 2001 04:01:59 -0500
From: Steven M Bull 

1.  The barcoding system is now operational.
I put cards for everyone in their mailboxes this evening.
There is a maroon binder that contains the barcodes for
the things that can be logged electronically
(this should be everything except movies --
if you think of something other than movies that
people check out from desk but it isn't in there, 
let me know and i'll add it).

2.  This weekend is a holiday weekend, which means there will be
a special schedule.  I'll put up a blank schedule on Wednesday,
so email me today if you want your regular shift (the open days
are friday through monday).

3.  Anyone who missed the deskworker meeting Saturday should meet
at desk at 9:00pm Wednesday night.  If that's not good for you,
perhaps we can arrange another meeting earlier in the day.

later.

steve




To: burton-conner@MIT.EDU
Subject: checking out of Burton-Conner
Date: Wed, 13 Dec 2000 16:04:31 -0500
From: Steven M Bull 

If you are checking out of Burton-Conner anytime before May:

When you leave, attach your room key to a note that includes
your name, the date, your room number, and a forwarding address.
Deposit all of these in the locked box on the right side of
the front desk (this is the same box that is being used for the ski trip).
You can also submit a forwarding address through 
http://web.mit.edu/bc-desk/www
("Mail forwarding" link).

Steve